Office Administrator

The Office Administrator is responsible for all aspects of office administration including but not limited to financial reporting, AR/AP processing and reconciling accounts, administration of bi-weekly payroll, corporate/government remittances, and will assist and work with external auditors or other business partners as required. The incumbent will provide human resources services related to policy development, benefit administration, recruitment and orientation, health and safety and benefit and claims processing and management.

Job

**Responsibilities**:
Data Gathering/Administration:

- Extract data from MPC Inc. administered data systems (Scale Master, FX/Scotia Connect, payroll, benefit program, Quickbooks) electronically and manipulate as directed.
- Search internal hard-copy document repositories for source documents needed to support activities.
- Maintain copies of analysis and reports gathered, generated or prepared in accordance with MPC Inc. Document and/or government retention policies/practices.
- Administers and handles all Scale Master - CN deliveries sign-off, all scale inquiries.

Financial Analysis:

- Entering, sorting and posting all payable and receivables.
- Summarize receivables by maintaining invoice accounts, coordinating monthly transfer to accounts receivable account, verifying totals, and preparing reports.
- Prepare wire transfers through an electronic banking platform related to bill payments.
- Resolves customer accounts by examining payment plans and payment history to determine if collection calls or letters need to be actioned on delinquent accounts.
- Maintain all commodity spreadsheets.
- Bi-weekly Payroll preparation and administration - collect and review all time sheets, accurate recording, input and processing remittances.
- Provides required documentation for Custom Broker on imports, coordinates with department regarding the booking of delivery times.
- Liaise with customers and service providers to fully facilitate the successful deliveries to North America and European destinations and communicate issues to Business Manager where applicable.
- Ensures all external financial reporting obligations to various provincial/federal partners, Board of Directors and/or auditors are completed and submitted within expected deadlines.
- Maintain contact for external auditors as necessary.
- General accounting to support the Business Manager.

Human Resources Management:
Recruitment
- Responsible for all aspects of recruitment including internal and external job postings, scheduling of interviews, preparing interview questions, and records management of same.
- Prepares and administers new hire orientation packages.
- Responsible for entry of data related to new employee information into appropriate payroll and HR systems.
- Prepares new employee file and ensures all proper documentation is signed and filed appropriately.
- Maintains security of all employee information according to applicable legislation and MPC Inc. internal policies/procedures.
- Assists employees with questions, company policy interpretation, maintaining training records and training session organization.

Benefit Administration
- Responsible to administer all benefit programs as offered by MPC Inc., and is the main liaison between the benefit provider and MPC Inc.
- Ensures all eligible employees are enrolled according to benefit policy guidelines in a timely manner.
- Responds to all benefit inquiries in a timely manner.
- Responsible to prepare benefit packages for new hires.
- Maintains security of all employee enrollment and benefit information according to applicable legislation and MPC Inc. internal policies/procedures.

Health & Safety
- Responsible for WSIB claims management, filing of Form 7's, etc.
- Coordinate communication between injured workers, medical professionals, the Workplace Safety and Insurance Board. Provide timely report(s) to Business Manager, General Manager and Board of Directors.
- Assist with various internal and external audits related to safety.
- Attend Joint Health and Safety committee meetings, review and file JHSCs meeting minutes, and ensure the legislated requirements under the OHSA are met.
- Responsible for follow-up action items from JHSC meetings.
- Update health & safety training matrix to ensure all training programs and staff training is up-to-date.
- Provide health and safety orientation for new employees.
- Maintains security of all confidential records according to applicable legislation and MPC Inc. internal policies/procedures.

General Administrative Duties
- Assist with administrative functions such as records management, ordering of office supplies, compile cheque runs and bank deposits.
- First point of contact for incoming calls, in-person arrivals, employee inquiries, and general information requests.
- General reception duties.
- Incumbent must keep up-to-date on all relevant legislation, MPC Inc. policies and procedures, etc. ensuring that these